- Will Smith
Ping! Latin Salsa Ringtone! The competing forces of email, phone calls, Twitter, Facebook, text messages, and so much more – all commanding you to immediately stop what you are doing. Your eyes wander from the Word document you are working on to “new message”. Do I sneak a quick peak? Someone must need me!
When I ask colleagues about their alert-driven workday the typical answer is “I need to stay connected”. Is staying tethered to breaking news really necessary? Is reducing your attention span to micro moments really effective?
Our attention span is challenged constantly, and the causes are inflicted by others as well as self-inflicted. Call it professional ADD. Technology enables us to instant access to information, and is certainly is a driver of inattention. The real truth is our incredible brain simply cannot process this much information effectively.
Brain overload is real. A 2011 study revealed workers on a typical day take in 174 newspapers worth of information – five times what we did in 1986. All the information and switching between subjects causes us to feel tired and stressed. We are no longer at our best and our relationships pay the price.
So what about the pings? A 2014 survey found working adults who checked their email only three times a day while keeping their mailboxes closed and no alerts on were less stressed. They did not have to switch between tasks – less becomes more. The same survey found that 55 percent of workers reported checking their email after 11 pm – 6 percent accessed email while they or their spouse was in labor. Where does work stop and your life begin – who is paying the cost of that blurred line?
My example of the blurred line and always being “ON” comes from personal experience. In the past, I have not managed incoming information well. I would work email constantly and engage in constant back and forth emails. Meanwhile, my important work and relationships were put to the side. Today I respond to emails in one hour segments - early morning, early afternoon, and late afternoon. When email ping-pong begins, I understand the need to pick up the phone and verbally engage toward a solution. This new process clears my mind for project work, phone calls, and personal space. I have unplugged and became more effective.
Three keys to effectively managing technology to focus your attention to what matters most:
Reset from Compulsion to Necessity
Compulsion is an irresistible urge to do something. For example, you are working on a big project and your mind is quickly distracted. Ask yourself - what is my top priority? Falling victim to compulsion often results in a substandard result and great personal costs – long hours and high stress.
Alerts are a Ball and Chain
When you organize your life exclusively around phone, text, and email alerts you are transferring control of your life to others. While alerts may appear to be your friend, they often are a foe. Better to leave your alerts off than to hear constant pings and know you are ignoring messages. Boundaries are a good thing and the message sender expects and deserves a thoughtful response.
Segment Your Day
To be more effective I encourage you to segment your day. For example, check your social media sites at a certain time of the day. Project work requires sustained attention – block it out on your calendar. Email – check it several set times a day. Finally, don’t underestimate the need for personal recovery time. After a workout we need rest – the same applies to your brain. Get up, get away, and get recharged.
We all remember our early experiences from parents, teachers, and others to “pay attention”. These orders were from others who were in control, and our distractions years ago pale in comparison to what they are today. Reset your attention span by focusing on what is necessary, protecting your boundaries, and controlling your day. Turn off to turn on what is most important.
